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Home My WebLink AboutMIN DEC 14 2004 M I N U T E S - CITY OF BEAUMONT Lulu L.Smith,Ward I EVELYN M. LORD, MAYOR Nancy Beaulieu,Ward II Andrew P. Cokinos,At-Large CITY COUNCIL MEETING Becky Ames, Mayor Pro Tern Bobbie J. Patterson,Ward III December 14,2004 Audwin Samuel,Ward IV Tyrone E. Cooper, City Attorney Kyle Hayes, City Manager Rose Ann Jones,City Clerk The City Council of the City of Beaumont,Texas, met in a regular session on December 14,2004, at the City Hall Council Chambers,801 Main Street, Beaumont,Texas,at 1:30 p.m.to considerthe following: OPENING Invocation Pledge of Allegiance Roll Call Presentations and Recognition Public Comment: Persons may speak on scheduled agenda items 1- 2/Consent Agenda Consent Agenda Mayor Lord called the council meeting to order at 1:30 p.m. Councilmember Beaulieu gave the invocation. Councilmember Patterson led the Pledge of Allegiance. Roll call was made by Rose Ann Jones, City Clerk. Present at the meeting were Mayor Lord, Mayor Pro Tem Ames,Councilmembers Smith,Beaulieu, Cokinos,Patterson and Samuel. Also present were Kyle Hayes,City Manager;Tyrone Cooper,City Attorney; Rose Ann Jones, City Clerk. Proclamations, Presentations, Recognitions "313 Month" - December, 2004 - Proclamation read by Mayor Lord; accepted by Karen Neild, Drug Free Beaumont Commission Public Comment: Persons may speak on scheduled agenda items 1- 2/Consent Agenda. None CONSENT AGENDA Approval of minutes - Minutes of December 7, 2004 Confirmation of committee appointments - Resolution No. 04-285 John Falgout would be appointed to the Animal Health Advisory Committee. The term would commence December 14, 2004 and expire December 13, 2006. (Mayor Evelyn M. Lord) Minutes-December 14,2004 Ingrid Holmes would be reappointed to the Animal Health Advisory Committee. The current term would expire November 15, 2006 (Mayor Evelyn M. Lord) Dan Parkerwould be reappointed to the Animal Health Advisory Committee. The currentterm would expire November 15, 2006. (Mayor Evelyn M. Lord) Cindy Meyers would be appointed to the Animal Health Advisory Committee. The term would commence December 14, 2004 and expire December 13, 2006. (Mayor Evelyn M. Lord) Ann Reynolds would be appointed to the Animal Health Advisory Committee. The term would commence December 14, 2004 and expire December 13, 2006. (Mayor Evelyn M. Lord) Lieutenant Mike Manning would be appointed to the Animal Health Advisory Committee. The term would commence December 14,2004 and expire December 13,2006. (Mayor Evelyn M. Lord) A) Authorize the City Manager to execute a customer support agreement for the 800 MHz Trunked Communication System - Resolution No. 04-286 B) Approve a resolution accepting maintenance of the water and sanitary sewer improvements in the Hillderbrandt Office Park subdivision-Resolution No. 04-287 Council member Cokinos moved to approve the Consent Agenda. Councilmember Beaulieu seconded the motion. AYES: MAYOR LORD, MAYOR PRO TEM AMES, COUNCILMEMBERS SMITH, BEAULIEU, COKINOS, PATTERSON AND SAMUEL NAYS: NONE MOTION PASSED GENERAL BUSINESS 1. Consider a one-year renewal contract with Carolyn C.Chaney&Associates Inc.to act as the City of Beaumont's Washington Assistant - Resolution 04-288 Administration recommended approval of a one-year renewal contract with Carolyn C. Chaney & Associates, Inc. in the amount of$56,317.80. The contract will also include a maximum of$4,000 for reimbursable expenses. The contract is six percent higher than the amount approved in the 2004 contract; however, it will be the first increase since 1999. The new contract will be effective January 1, 2005. On a yearly basis since 1980,the City has contracted with an organization to provide legislative services on the federal level. Ms. Chaney, as the City's Washington Assistant,is responsible for reviewing federal executive proposals,legislation under consideration and proposed and adopted administrative rules and regulations which could impact the City of Beaumont's policies or programs. Page 2 of 5 Minutes-December 14,2004 Funds are budgeted for this expenditure in the FY 2005 Budget. Council member Smith moved to APPROVE RESOLUTION 04-288 AUTHORIZING THE CITY MANAGER TO EXECUTE AND RENEW FOR ONE-YEAR THE CONTRACT WITH CAROLYN C. CHANEY & ASSOCIATES, INC. AS THE CITY OF BEAUMONT'S WASHINGTON ASSISTANT. Councilmember Cokinos seconded the motion. AYES: MAYOR LORD, MAYOR PRO TEM AMES, COUNCILMEMBERS SMITH, BEAULIEU, COKINOS, PATTERSON AND SAMUEL NAYS: NONE MOTION PASSED WORKSESSION Review and discuss a proposal to purchase a new phone system Open: 1:40 p.m. Close: 1:57 p.m. Workshop session was conducted by Kirby Richard, Internal Services Director. The City's main telephone communication system has become unreliable and replacement is recommended. Three separate failures since October have resulted in the loss of phone service to the Police Station,City Hall and the Health Department. The system is outdated and new replacement circuit boards are no longer manufactured or available. During the past seven years, newly manufactured parts have not been available but there has always been an adequate supply of refurbished parts. Parts availability has become extremely limited,forcing the City to seek funding for replacing the system. 2. Consider approving a contract forthe purchase of a new phone system forvarious City departments - Resolution 04-289 Administration recommended the award of a contract to SBC Communications forthe purchase of a networked voice communication system. The total cost including a one (1)yearwarranty and an additional five(5)year maintenance contract is$344,560.40. Staff contacted authorized vendors from the State's Department of Information Resources (DIR) for quotations and recommendations for a networked digital communication system. DI is an authorized state agency that provides contracted telecommunication service providers to government entities, thus eliminating the bidding process. Initial proposals and prices received from fourvendors resulted in only two of them having the capability to provide a system the size and configuration required to meet the City's needs. After reviewing both companies, SBC Communications, in conjunction with Nortel Networks, was selected to provide a detailed proposed system. The total cost of the proposed SBC Nortel Networks communication system is $453,821.59. This price reflects substantial year-end discounts from Nortel Networks Page 3 of 5 Minutes-December 14,2004 if the order is placed by December 17, 2004. In addition, proceeds from a legal settlement with SBC provide for an additional 30%discount from the total cost. The price includes all equipment,software,installation,training and a one(1)yearwarranty. An additional maintenance contract for a period of five (5) years in the amount of $38,407.56 is recommended. The 30%discount will also be applied to this cost. All purchases made through SBC Communications until the expiration date of December 9, 2005 qualify for the 30% discount. The total net cost of the communication system and the additional five(5)yearwarranty after the lawsuit settlement discount of 30%is$344,560.40. Funds are available in the Capital Reserve Fund for this expenditure. Councilmember Smith made a motion to APPROVE RESOLUTION 04-289 TO AWARD A CONTRACT TO SBC COMMUNICATIONS FOR THE PURCHASE OF A NETWORKED VOICE COMMUNICATION SYSTEM WHICH INCLUDES A ONE (1) YEAR WARRANTY AND AN ADDITIONAL FIVE (5) YEAR MAINTENANCE CONTRACT FOR A TOTAL OF $344,560.40. Mayor Pro Tern Ames seconded the motion. AYES: MAYOR LORD, MAYOR PRO TEM AMES, COUNCILMEMBERS SMITH, BEAULIEU, COKINOS, PATTERSON AND SAMUEL NAYS: NONE MOTION PASSED COUNCILMEMBER COMMENTS COUNCILMEMBER BEAULIEU - NONE COUNCILMEMBER COKINOS - NONE MAYOR PRO TEM AMES - NONE CITY MANAGER HAYES - THERE WILL BE A COUNCIL MEETING ON TUESDAY, DECEMBER 21ST BUT NO MEETING ON TUESDAY,DECEMBER 28TH COUNCILMEMBER SAMUEL- NONE COUNCILMEMBER PATTERSON - COMMENDED THE 23 OZEN HIGH SCHOOL STUDENTS SPONSORED BY THE BEAUMONT YMCA WHO ALL PLACED FIRST IN THE YOUTH AND GOVERNMENT DISTRICT CONFERENCE IN THE THREE CATEGORIES OF EXECUTIVE GOVERNMENT PLANNING, LEGISLATIVE AND JUDICIAL AREAS AND WILL GO TO THE STATE FINALS IN AUSTIN IN FEBRUARY Page 4 of 5 Minutes-December 14,2004 COUNCILMEMBER SMITH- ATTENDED THE ANNUAL GENERAL MAIN STREET PROGRAM THIS MORNING AND WAS PLEASED TO SEE HOW BOTH THE PUBLIC AND PRIVATE SECTORS ARE WORKING TOGETHER AND HOW MUCH CAN BE ACCOMPLISHED FOR THE CITY OF BEAUMONT TO RECEIVE SUCH NICE RECOGNITIONS MAYOR LORD - CONTINUING IN THE SENTIMENT OF COUNCILMEMBER SMITH,THE CITY OF BEAUMONT HAS WON SEVERAL STATE WIDE AWARDS FOR THE JEFFERSON THEATRE AND THE PETE SHELTON PLAZA AND IN THE PAST FOR THE RESTORATION OF THE SPINDLETOP RESTAURANT CITY ATTORNEY COOPER- NONE Public Comments (Persons are limited to three minutes) Allen Lee 5095 Maddox Street Beaumont TX Encouraged all residents of Jefferson County to sign the roll-back petition EXECUTIVE SESSION Consider matters related to contemplated or pending litigation in accordance with Section 551.071 of the Government Code: Penni Simonson, et al v City of Beaumont Lester Juneau, Il, et al v City of Beaumont Executive Session was not held. Open session of meeting recessed at 2:05 p.m. Audio tapes are available upon request in the City Clerk's Office. Evelyn M. L rd, Mayor , /A 11i � w f Rose Ann Jones, TR C ��r X City Clerk Page 5 of 5 Minutes-December 14,2004